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Universitas 21

McGill University Location: Faculty of Management

Bronfman Building, 1001 Sherbrooke Street West, Room 647

3rd Annual Heads of Administration Meeting November 9 & 10, 2004

Meeting Notes

Representatives: Dr. Ian Butler Associate Vice-Principal

(Research) McGill University

Dr. Alec Cameron Deputy Vice-Chancellor (Resources)

University of New South Wales

Mr. Albert Caponi Executive Director, Financial Services

McGill University

Mr. Melvyn Cornish University Secretary University of Edinburgh Ms. Heather Kirkwood * Secretary-General Universitas 21 Ms Wendy Lin Assistant Registrar The University of Hong Kong Prof. Pete Low * Contract Manager and

Professor of Law University of Virginia

Mr. Ian Marshman * Senior Vice-Principal The University of Melbourne Dr. Hans Modig University Secretary Lund University Dr. Jonathan Nicholls Registrar and Secretary The University of Birmingham Mr. Douglas Porter Registrar and Secretary The University of Queensland Mr. Alastair Sim Director of Planning

Services University of Glasgow

Ms. Patricia Stevens Executive Coordinator, Vice-Principal (Administration & Finance)

The University of British Columbia

Dr. Morty Yalovsky Vice-Principal (Administration & Finance)

McGill University (Chair)

*Attended Wednesday, December 10th meeting only

Welcome (Morty Yalovsky) and Introductions. Review of items discussed at previous Universitas 21 Heads of Administration

Meeting held in Vancouver on November 17 & 18, 2003.

m) Deferred Maintenance – Morty Yalovsky (McGill) briefly spoke of the Campus Master Plan for the two campuses, downtown and MacDonald also spoke of a third site for the Super Hospital construction at the Glen Yards.

n) Governance – Melvin Cornish (Edinburgh) circulated materials, copy attached. Also presentations by McGill to be given at this meeting.

o) Information Management Systems – Tony Masi (McGill) – deferred Douglas Porter (Queensland) circulated draft questionnaire. Survey 2003 questioned why doing it? Comments – amend survey

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p) Research Accounting – Pete Low (Virginia) – deferred q) Research Commercialization – Patricia Stevens (British Columbia) – on going r) Risk Management - Patricia Stevens (British Columbia) – on hold for the

moment s) Space Management – Alex Cameron (New South Wales) – on going t) Staff Exchange (administrative staff mobility) – N. Varaprasad – deferred u) Website/Communication - Patricia Stevens (British Columbia) – on going Morty Yalovsky (McGill) added two additional items to agenda 1. Student Residences and Food Services 2. Health and Safety Enforcement

Following Presentations were given by McGill University and copies of the presentations are appended.

Research Administration Review – Matthew Nowakowski, Controller McGill University Master Plan and Deferred Maintenance – Chuck Adler, Director,

University Planning Office McGill Office of Technology Transfer- Richard Bruno, Director Governance – Risk and Responsibilities – Albert Caponi, Executive Director,

Financial Services and Robin Geller, Secretary-General Health and Safety Enforcement – Robert Savoie, Executive Director, Human

Resources. Handout received and circulated from The University of Hong Kong. Student Residences and Food Services – Alan Charade, Director, Ancillary Services

(no hard copy of presentation). Handouts received and circulated from The University of Honk Kong and the University of British Columbia.

It was agreed that the roundtable discussion at the Heads of Administration Meetings were an excellent source of information sharing and that there was considerable benefit to continuing to have annual meetings. At the same time, no one felt the urgency to carryout individual studies; however, information gathering via a list serve could be a useful approach to share information on topics of interest. The roundtable discussion at the conclusion of the meeting the following items emerged as possible lead topics for consideration at next year’s meeting.

1. Social Responsibility / Ethical Purchasing – Lead - McGill

2. Governance – Lead - Edinburgh

3. Debt Capacity – Lead -British Columbia

4. Strategies – Financial Planning/ Capital Planning – Lead – Birmingham

5. Space Accounting/ Management – Lead - South Wales

6. Strategic Sourcing /Outsourcing – Lead - Queensland Date and location for next meeting still to be determined for sometime in September/October 2005. Morty Yalovsky Vice-Principal (Administration & Finance) December 6, 2004 L:\ARLENE\MEETINGS 2004-2005\U21\Minutes meeting heads of admin.doc